Document Management Questionnaire Program Office Name * Division * Office Usage/Uniformity: Will records within this division use the same record management system? Will records within this division use the same record management system? Yes No If so, please answer questions below. If not, please complete questionnaire for each office/division. Current Document Storage/Access: How are records currently stored? Filing cabinets Shelves Boxes Other… Enter other… How are the records currently stored? Check all that apply. How are they filed/categorized? Check all that apply. File number Date sequenced File name Project name Other… Enter other… How are they filed/categorized? Check all that apply. How are files accessed? By request Direct access Other… Enter other… How are files accessed? Document Type: How are records bound? Check all that apply. Folders Stapled Binders Other… Enter other… How are records bound? Check all that apply. Do pages contain triplicates, carbon paper, etc? Do pages contain triplicates, carbon paper, etc? Yes No What is the approximate age of the oldest document? * Paper size? Check all that apply. 8 1/2" x 11" 11" x 13" Legal Standard Maps Postcard-size Other… Enter other… Paper size? Check all that apply. Shipment/Transport: Who will box and manifest records for shipment? Who will box and manifest records for shipment? Customer Vendor What information will be on the manifext? Check all that apply. Each file name and count A range of file names Other… Enter other… What information will be on the manifest? Check all that apply. What is the preferred shipping method? Check all that apply. UPS FedEx Vendor pick up Other… Enter other… What is the preferred shipping method? Check all that apply. What are the shipment volumes? What are the shipment volumes? All records at one time Shipped in batches Is there a current inventory management system? Is there a current inventory management system? Yes No Will you require an inventory management system? Will you require an inventory management system? Yes No Image and Electronic Record Structure: Is there an existing electronic repository? Is there an existing electronic repository? Yes No Will files be loaded into the repository by the vendor or will the files be put on external media/FTP/cloud source? Will files be loaded into the repository by the vendor or will the files be put on external media/FTP/cloud source? Uploaded by vendor External media/FTP/Cloud source Does the customer need a file management system? Does the customer need a file management system? Yes No What level of image quality is needed (300dpi, 400dpi, 500dpi)? * Why is that quality needed? * How will records be used and accessed, and for what functions? * Will documents need to be fully OCR scanned? Will documents need to be fully OCR scanned? Yes No If so, why? Are there documents that have information on both sides and will that information need to be scanned? Are there documents that have information on both sides and will that information need to be scanned? Yes, and will need scanning Yes, but no scanning needed No Electronic Record Retrieval/Usage: How will end users search for electronic records? Check all that apply. File name File number Dates Keyword search Other… Enter other… How will end users search for electronic records? Check all that apply. Should there be controlled access to records for various end user levels? Should there be controlled access to records for various end user levels? Yes No Describe update cycles or conditions and rules for adding, modifying, or deleting data.? * Volumes: What is the estimated number of records? * What is the average # of pages per record? * What percentages of pages are duplexed? * Are there large format pages, pictures, maps, and other document formats that need to be converted? Are there large format pages, pictures, maps, and other document formats that need to be converted? Yes No If so, estimate the volumes: File Access while at Vendor: Will the customer need to request access to files that are at the vendor but not yet converted? Will the customer need to request access to files that are at the vendor but not yet converted? Yes No If so, how often per month and how many files per request? Requests per month Files per request Records Disposition & Destruction: Are you aware of the retention requirements for these documents? Are you aware of the retention requirements for these documents? Yes No If yes, please answer the following: Are any of the records permanent? Are any of the records permanent? Yes No Do records or specific groups of documents/files need to be maintained in their original format after converted digitally? Do records or specific groups of documents/files need to be maintained in their original format after converted digitally? Yes No Can you provide the most recent retention schedule or file plan for your office? Can you provide the most recent retention schedule or file plan for your office? Yes No What current method does your office use for the destruction of documents? Check all that apply. Burn Shred Recycle Other… Enter other… What current method does your office use for the destruction of documents? Check all that apply. Submit
